Overview
Office Assistant/Receptionist Jobs in Nanaimo at Colby Marie Notary Public
We are a busy and professional Notary Public office serving clients throughout Vancouver Island. We pride ourselves on providing exceptional client service and maintaining a welcoming, organized, and efficient office environment. We are seeking a reliable and personable Office Assistant / Receptionist to become an important part of our team.
As the first point of contact for our clients, you will help ensure every client receives a professional and positive experience while supporting the daily administrative operations of the office.
Key Responsibilities
Client Reception & Customer Service
- Greet clients and visitors in a professional and welcoming manner.
- Answer incoming phone calls and direct inquiries appropriately.
- Monitor and respond to emails promptly and professionally.
- Schedule appointments and manage client bookings.
- Offer coffee, tea, or other refreshments to clients while they wait.
- Maintain a calm and professional reception area.
Administrative Support
- Prepare and organize client files and documents.
- Assist with appointment confirmations and follow-up communications.
- Manage incoming and outgoing mail, courier deliveries, and office correspondence.
- Maintain filing systems and electronic records.
- Assist with data entry and general office administration.
- Order and maintain office supplies.
Office Operations
- Ensure reception, meeting rooms, kitchen, and common areas remain clean, tidy, and presentable.
- Restock refreshments, office supplies, and client amenities.
- Coordinate service appointments and vendor visits when required.
Executive & Personal Assistance
- Assist with scheduling meetings, appointments, and travel arrangements.
- Coordinate reservations and bookings.
- Pay bills and assist with expense tracking.
- Respond to occasional personal requests and errands for the Notary.
- Provide confidential administrative support while maintaining discretion and professionalism.
Qualifications
- Previous experience in an administrative, receptionist, customer service, or office support role preferred.
- Strong written and verbal communication skills.
- Excellent organizational and multitasking abilities.
- Proficiency with Microsoft Office, Google Drive, and email management.
- Professional appearance and demeanor.
- Ability to handle confidential information with discretion.
- Strong attention to detail and accuracy.
- Experience working in a legal, notarial, real estate, or professional office is considered an asset.
Desired Skills & Attributes
- Friendly, professional, and client-focused.
- Strong work ethic and dependable attendance.
- Ability to work independently and take initiative.
- Comfortable managing multiple priorities in a fast-paced office.
- Strong problem-solving and time-management skills.
- Positive attitude and willingness to assist wherever needed.
What We Offer
- A professional and supportive work environment.
- Opportunity to work closely with an established Notary Public practice.
- Competitive compensation.
- Ongoing learning and development opportunities.
- Stable, long-term employment with growth potential.
To Apply
Please submit your resume and a brief cover letter outlining your relevant experience and interest in joining our Notary Public office.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $17.85-$25.00 per hour
Benefits:
- Company events
- Employee assistance program
- Extended health care
- On-site parking
- RRSP match
- Vision care
Application question(s):
- What is your typing speed?
Language:
- English (required)
Location:
- Nanaimo, BC V9T 6N1 (preferred)
Work Location: In person
Title: Office Assistant/Receptionist
Company: Colby Marie Notary Public
Location: Nanaimo
